PM-0924, Position Duty Statement - California



STATE OF CALIFORNIA ? DEPARTMENT OF TRANSPORTATIONPOSITION DUTY STATEMENTPM-0924 (REV 7/2014)CLASSIFICATION TITLEAssociate Governmental Program AnalystOFFICE/BRANCH/SECTIONNorth Region ConstructionWORKING TITLEConstruction Support AdministratorPOSITION NUMBER927-502-5393-xxxEFFECTIVE DATEAs a valued member of the Caltrans team, you make it possible for the Department to provide a safe, sustainable, integrated, and efficient transportation system to enhance California’s economy and livability. Caltrans is a performance- driven, transparent, and accountable organization that values its people, resources and partners, and meets new challenges through leadership, innovation and teamwork.GENERAL STATEMENT:Under the general direction of the Construction Support Engineer, a Senior Transportation Engineer, the incumbent isresponsible for providing support to staff of North Region Construction West (NRCW, District 1 area), involving procurement and maintenance of offices, vehicles, equipment, services, supplies, and other needs. The incumbent must be able to independently analyze the support needs of 80 to 100 engineering staff, develop solutions for those needs, and implement those solutions. Should possess a California Driver’s license.TYPICAL DUTIES:PercentageEssential (E)/Marginal (M)150%EJob DescriptionBe the single focal point for RE Office matters in NRCW District 1 area:Manage and work on service contracts with local utility offices (gas, electric, water, sewer, garbage, janitorial, telephone and internet) when changes in service occur or are needed at any of the NRCW offices. Incumbent will review, analyze and make recommendations to the NRCW RE’s on bids and contracts from the local utility offices to determine the best way to meet the needs of each RE office per there budgeted allocated funds, and work with the staff in those offices to create service agreements to meet those needs. Will manage approval and funding of the service contract through EFIS/AMS Advantage tool.Work with the staff and construction support engineers of our NRCW RE offices to identify any needs to office and building maintenance, modification, repair and improvements to stay compliant with the Americans with Disabilities Act (of 1990) (ADA), along with adhering to security and safety requirements. Determine what the need(s) is; research, interpret and implement what funds can be allocated in EFIS/ AMS Advantage tool and then work with District 3 NRC (Marysville) to help create the appropriate purchase request, service agreement, and/or other procurement instrument, to meet those needs.Liaison between District and North Region Construction staff and North Region Right of Way (RW). When new offices are needed, or existing offices are to be closed, work with the affected staff, and with North Region R/W, to analyze the existing or new leases for adequacy. Monitor and manage leases in EFIS/AMS Advantage tool, to ensure that NRCW has the accurate capital charging information to pay leases.Manage RE Office funds in EFIS/AMS Advantage tool, for all current contracts in NRCW. Monitor the usage of funds for each RE office, research individual office allocated funds for NRCW, and redistribute funds where needed after meeting and providing recommendations to Area Construction Managers and Construction Support Engineers on the status of the budget.Manage Office Equipment (OE) funds for the Area Construction Seniors and the Area Construction Manager, by monitoring the availability of such funds, analyzing current and anticipated spending patterns, identifying needs, prioritizing competing needs, and ensuring funds are spent where they are most needed.Lead in NRCW and expert on EFIS/AMS Advantage Tool, Voyager, Cal-Card and service contracts. Works with NRC (Marysville) on resolving acquisition and accounting issues within District 1 offices.ADA NoticeFor individuals with sensory disabilities, this document is available in alternate formats. For information, call (916) 445-1233, TTY 711, or write to Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.35%EManage the Construction Vehicle Fleet and Voyager Cards Be the Single Focal Point for the Construction Vehicle Fleet: Identify and track all vehicles assigned to construction.Assign, and reassign when necessary, vehicles to construction and related staff. Ensure that construction staff properly report usage of assigned vehicles.Ensure that construction staff properly maintains their assigned vehicles.Ensure that construction has the vehicles we need, and of the appropriate type, by monitoring vehicle condition, swapping vehicles between users when necessary, borrowing and loaning vehicles between other areas and functions, and working with the Equipment Shop to replace existing vehicles, acquire new vehicles, and retire vehicles that have reached the end of their useful lives, or have been damaged in collisions.Work with North Region Construction in Marysville, to acquire leasing authority for vehicles to meet the needs of our Area. Manage those vehicles as above.Acquire and assign Voyager fuel cards, monitor card usage, notify individuals and their supervisors of questionable usage, work with those individuals to correct inappropriate usage, and report on all usage monthly.10%MManage IT (including Telecommunications) Equipment and Services Serve as the Single Focal Point for IT equipment:Identify, track, and allocate existing IT equipment (computers, cell phones, software licenses, etc.) Solicit input from Area Construction Staff on their need for IT equipment and services.Analyze the identified needs, versus funding and other resources, and prioritize competing needs. From the identified needs, create quarterly IT Acquisition Plans, for submittal to North Region IT staff in Marysville.Liaise with NR IT staff, and Area staff, on the acquisition and disbursement of equipment and software.5%MWork with Area staff on the establishment of service contracts for IT equipment.Work with Area staff to properly dispose of aged IT equipment, at the end of its service life.1ESSENTIAL FUNCTIONS are the core duties of the position that cannot be reassigned. MARGINAL FUNCTIONS are the minor tasks of the position that can be assigned to others.SUPERVISION OR GUIDANCE EXERCISED OVER OTHERSThe position does not supervise, but will be the lead worker for 1-2 administrative staff.KNOWLEDGE, ABILITIES, AND ANALYTICAL REQUIREMENTSThe incumbent must be able to work independently, with only minimal and general guidance. This position requires the ability to analyze variable situations and issues, develop satisfactory solutions and answers, and implement those solutions. The incumbent will be responsible for the organizational infrastructure that allows Caltrans Construction staff to pursue our mission, and to make Caltrans Construction the workplace of choice.The incumbent must understand the principles, practices and trends of business administration, management, and supportive staff services, such as budgeting, charging, and organizational structures. The incumbent must have working knowledge of State and Caltrans procurement policies and procedures. The incumbent must be able to read, interpret and understand the Americans with Disabilities Act (of 1990) (ADA). The incumbent must have a working knowledge of contract bidding, award, and management policies and procedures. The incumbent must have working knowledge of EFIS/AMS Advantage tool.The incumbent must be able to monitor and analyze complex data; reason logically and creatively, while using a variety of analytical techniques to solve complex problems; present ideas and information orally, in writing, and electronically; maintain accurate records; prioritize and manage multiple complex tasks simultaneously; and keep a cool demeanor in stressful situations.The incumbent must be computer literate, including experience with Microsoft Office Suite (Word, Excel and PowerPoint),and FileMaker Pro (database) software applications.RESPONSIBILITY FOR DECISIONS AND CONSEQUENCES OF ERRORErrors related to these responsibilities can result in Construction staff not having the tools they need to successfully administer capital projects, and further result in costly delays and other impacts to those projects.PUBLIC AND INTERNAL CONTACTSThe incumbent interacts with North Region Construction staff, Senior Engineers, Resident Engineers, Management, Maintenance, the Equipment Shop, and other Divisions and functions including Budgets, Accounting, Facilities, Right of Way, Information Services, and the Department of General Services. The incumbent also interacts with external vendors and contractors for products and services. The incumbent must work closely, cooperatively, and effectively with individuals at all levels.PHYSICAL, MENTAL, AND EMOTIONAL REQUIREMENTSThe incumbent will be required to sit for long periods of time using a keyboard and video display terminal. The incumbent must be able to travel to, and maneuver around, construction field offices and grounds. A California Drivers License is required. You must possess the ability to work under pressure, and deal with people from all levels of our organization.Frequent telephone interaction is common.WORK ENVIRONMENTThe incumbent will be required to work in a climate-controlled environment with artificial lighting. Occasional travel to field offices, maintenance stations, and other field locations will be required.I have read, understand and can perform the duties listed above. (If you believe you may require reasonableaccommodation, please discuss this with your hiring supervisor. If you are unsure whether you require reasonable accommodation, inform the hiring supervisor who will discuss your concerns with the Reasonable Accommodation Coordinator.)EMPLOYEE (Print)EMPLOYEE (Signature)DATEI have discussed the duties with, and provided a copy of this duty statement to the employee named above.SUPERVISOR (Print)SUPERVISOR (Signature)DATE ................
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